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Home My WebLink About20223390.tiffBOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Equipment Engine Replacement DEPARTMENT: Fleet Services on behalf of Public Works PERSON REQUESTING: David Springer DATE: 08/05/2022 Brief description of the problem/issue: Public Works had an engine fail on unit 15850023 a Volvo EC480D. This is their largest excavator supporting the mining operation. This piece of equipment cost $323,262 to purchase new in 2014 and would be $660,000 to this purchase today. Without this equipment, the mining division is less effective in their crushing and reclamation programs. Public Works is losing $15,300 per week in production of surface gravel while this machine is down. Fleet Services has contacted three vendors that regularly do this type of work for the county. Only one can source the parts needed to fix the issue. The cost to replace the engine is $98,019.57 with a potential of $27,703.03 returned if the engine core is good. See attached estimate. Section 5-4-80 A.27.c of the County Code allows for emergency purchases when repairs are immediately needed for equipment where delay would lead to higher expense (attached). What options exist for the Board? (Include consequences, impacts, costs, etc. of options): Allow Fleet Services to purchase the engine according to the code reference above, limiting the down time to Public Works operations where delay would lead to higher expense. This engine purchase should add five years to the life expectancy of this unit. Require Fleet to go out to bid and possibly not receive any bids because the bid process for equipment repairs is not how a repair shops function. This would result in costing Public Works an additional $15,300 per week in production of surface gravel. Plus, it will take additional time to go through the bid process. Recommendation: With BOCC approval allow Fleet Services to purchase the engine according to the code reference above limiting the down time to Public Works operation where delay would lead to higher expense. Perry L. Buck Mike Freeman, Pro-Tem Scott K. James, Chair Steve Moreno Lori Seine Co ti cO.+:011$ 12/12 /22 Approve Schedule ecor mendation Work Session Other/Comments: cc:Pvit, FT(a6) X2/ 7/22, 0wt lb 2022-3390 Sec. 5-4-80. Expenditures not requiring a procurement process. A. It has been determined that it is in the best interests of the County to exempt certain purchases of goods or services from the requirements of this code. The following is a list of the expenses which will be processed for payment in the Department of Accounting without a requisition and purchase order: 1. Notices. Notices placed in newspapers or other publications for any County business. 2. Allocations to outside agencies. Payments made to agencies outside County government for which an amount was determined at budget hearings. (Nonprofit agencies, libraries, cities, etc.) 3. Auto mileage and personal reimbursements. Reimbursements to County employees or individuals for expenses paid out-of-pocket. Mileage shall be reimbursed at the current rate per mile for authorized travel on County business. 4. Fees paid for autopsy services. 5. Dues, meetings and travel expenses. Dues to organizations, registration fees for seminars and conventions, and expenses incurred while attending seminars and conventions such as hotel bills, food, cab fare, etc. 6. Education and training expenses. Fees paid to organizations for training of County employees (including Manpower and other Department of Human Services clients). 7 Expert witnesses. Expert witnesses called by the District Attorney, County Attorney or Sheriff to testify in the County's behalf. 8. Postage. Stamps, postage -paid envelopes or postcards. 9. Rent payments. Monthly rental payments for office equipment, buildings, vehicles, etc. 10. Telephone. Regular telephone bills or telephone answering service. 11. Transcripts. Transcripts for the District Attorney, County Attorney or other County offices. 12. Utility bills. Monthly charges for electrical, water and gas (including propane) service. 13. Insurance claims. Payment for insurance claims paid out of the Insurance Fund under the County's protected self-insurance program. 14. Library books, subscriptions, and publications. Publications, books, magazines, or published materials. 15. Vehicle fuel. Gas, diesel, and propane. 16. Computer support. Computer hardware, software, maintenance, and supplies when determined by the Director of Information Technology not to be competitive resources compatible to the County's computer environment. 17. Repair and maintenance agreements for office equipment such as copiers and furniture, etc. (Exception: When the vendor requires a Purchase Order prior to working on equipment.) 18. Non -routine repairs, maintenance, and service agreements required by the Director of Buildings and Grounds to maintain County facilities. 19. Towing. Vehicles towed by the Sheriff or emergency towing of County vehicles. 20. Medical and fringe benefit claims. Payment made for insurance claims or flexible benefit accounts. 21. Photo reproduction. 22. Petty cash. Reimbursements to petty cash funds. Created: 2022-08-02 18:29:45 [ES!' (Supp. No. 78) Page 1 of 2 23. Waived items. The Controller or designee may waive the requirement for Requisition and Purchase Order when warranted by circumstances. 24. Equipment rental. The Director of Public Works, the Director of Facilities and the Director of Fleet Services may approve rentals of short-term duration not to exceed thirty (30) days or twenty-five thousand dollars ($25,000.00) for their respective departments. Rental of equipment is subject to the requirements of Section 5-4-60.B. of this Article. Only the Board of County Commissioners may approve rentals that exceed thirty (30) days or twenty-five thousand dollars ($25,000.00). 25. Medicine and supplies. The purchase of medicines and supplies by the Director of the Department of Public Health and Environment in cases where criteria other than price are considered paramount; i.e. safety and quality. 26. Items purchased from current state, federal, GSA or other cooperative contracts. 27. Emergency purchases when: a. Human life, safety, health, or County property is in jeopardy. b. Repairs of equipment involving hidden dangers. c. Repairs are immediately needed for equipment where delay would lead to higher expense. 28. Items which are proprietary (software, etc.). 29. OEM (Original Equipment Manufacturer) requirements for equipment under lease, rental, warranty or maintenance. 30. Design limitations and compatibility with existing equipment. 31. Professional services that do not lend themselves to competitive bidding. Professional Service Agreements are contracts with persons or entities which due to their experience, education, and expertise, provide technical or specialized services. With approval of the Board of County Commissioners, Professional Services may be obtained without following the requirements of this Chapter. 32. Ammunition. The purchase of ammunition where criteria other than price are considered paramount; i.e. quantity, quality, delivery date. ( Weld County Code Ordinance 2015-2 ; Weld County Code Ordinance 2016-1 ; Weld County Code Ordinance 2019- 08 ; Weld County Code Ordinance 2021-07 ) Created: 2022-08-02 18:29:45 [1ST] (Supp. No. 78) Page 2 of 2 Christie Peters From: Sent: To: Subject Christie, David Springer Monday, August 8, 2022 4:02 PM Christie Peters RE: PO #P2200563 TO POWER EQUIPMENT I sent it off to PECO when I received it. Thanks for the help. David Springer Director, Fleet Services Weld County Government 1399 N. 17th Ave. Greeley, CO 80631 970-400-3513 970-673-5007 cell aatii- Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Christie Peters <cmpeters@weldgov.com> Sent: Monday, August 8, 2022 3:52 PM To: David Springer <dspringer@weldgov.com> Subject: RE: PO #P2200563 TO POWER EQUIPMENT Please forward to the vendor and let us know if we can help with anything else! See you tomorrow to discuss B2200097. Thanks, Christie Peters Purchasing Manager 1150 O Street Greeley, CO 80631 970.400.4216 crnpeters@weIdgov.com Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: David Springer <dspringer@weldgov.com> Sent: Monday, August 8, 2022 2:35 PM To: Carolyn Geisert <cgeisert@weldgov.com> Cc: Christie Peters <cmpeters@weldgov.com> Subject: RE: PO #P2200563 TO POWER EQUIPMENT Thank you. David Springer Director, Fleet Services Weld County Government 1399 N. 17th Ave. Greeley, CO 80631 970-400-3513 970-673-5007 cell Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you ham received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Carolyn Geisert <cgeisert@weldgov.com> Sent: Monday, August 8, 2022 2:33 PM To: David Springer <dspringer@weldgov.com> Subject: PO #P2200563 TO POWER EQUIPMENT David, 2 Attached is P22000563 to Power Equipment. Carolyn Geisert Buyer Weld County Purchasing Department 1150 "O" Street Greeley, CO 80631 (970) 400-4223 cgeisert@weldgov.com 3 Christie Peters From: Sent: To: Subject: Don Warden Monday, August 8, 2022 10:30 AM Christie Peters RE: Pass Around for an Emergency peat phase This should be charged to Fleet Maintenance 6000 3bs00-6250. Donald D. Warden Director of Finance and Administration Finance and Administration PO Box 758 1150 O Street Greeley, CO 80632 tel: 970-356-4000 Extension 4218 email: dwarden@co.weld.co.us Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Christie Peters <cmpeters@weldgov.com> Sent: Monday, August 8, 2022 10:25 AM To: Don Warden <dwarden@weldgov.com> Subject: FW: Pass Around for an Emergency Purchase Don, What account should we charge for this emergency purchase? Christie Peters Purchasing Manager 1150 O Street Greeley, CO 80631 970.400.4216 cmpeters@weldgov.com 1 Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Karla Ford <kford@weldgov.com> Sent: Monday, August 8, 2022 10:22 AM To: Christie Peters <cmpeters@weldgov.com> Cc: Bruce Barker <bbarker@weldgov.com>; Cheryl Pattelli <cpattelli@weldgov.com>; Chris D'Ovidio <cdovidio@weldgov.com>; Curtis Hall <chall@weldgov.com>; David Springer <dspringer@weldgov.com>; Don Warden <dwarden@weldgov.com>; Jay McDonald <jmcdonald@weldgov.com>; Ryan Rose <rrose@weldgov.com> Subject: RE: Pass Around for an Emergency Purchase Four of the five commissioners have approved the pass-arounds. Commissioner Saine is out of the office, so you may move forward with four. Original will be sent back to you via interoffice mail. Thank you. Karla Ford X Executive Assistant & Office Manager, Board of Weld County Commissioners 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kfordffweldgov.com :: www.weldgov.com **please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.** Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Christie Peters <cmpeters@weldgov.com> Sent: Friday, August 5, 2022 2:19 PM To: Karla Ford <kford@weldgov.com> Cc: Bruce Barker <bbarker@weldgov.com>; Cheryl Pattelli <cpattelli@weldgov.com>; Chris D'Ovidio <cdovidio@weldgov.com>; Curtis Hall <chall@weldgov.com>; David Springer <dspringer@weldgov.com>; Don Warden <dwarden@weldgov.com>; Jay McDonald <jmcdonald@weldgov.com>; Ryan Rose <rrose@weldgov.com> Subject: Pass Around for an Emergency Purchase Good afternoon Karla, Please route the attached pass around to the Commissioners. Thank you, Christie Peters Purchasing Manager 1150 O Street Greeley, CO 80631 2 Weld County Department of Purchasing Phone (970) 356-4000 Ext. 4223 1150 "O" Street Greeley, Colorado 80631 T000001557 •ro miomi CODE POWER EQUIPMENT COMPANY PO BOX 844830 BOSTON MA 02284-4830 BUYER NAME: PURCHASE ORDER Carolyn Gel Wert ITEM _OVi"C7r'w DESCRiFTCN EAT_ REQUIRED 08/08/22 ENGINE REPLACEMENT FOR UNIT 15850023 A VOLVO EO480D PER BOCC PASS AROUND APPROVAL VIA EMERGENCY APPROVAL PER SECTION 5-4-80A.27.C OF THE COUNTY CODE. THIS ENGINE IS FOR PUBLLIC WORKS MINING DIVISION PER ESTIMATE #123000439 DATED 17/19/22. ISSUED PO 9112005003. WILL FORWARD PO TO DAVID SPRINGER TO FORWARD TO VENDOR. CG .R...9R9." P2200563 Page 1 DATE OF P.0 08/08/22 sr�:rrkr e riP SFICW ►i 1ER. TO A.'43] MARK EA3 Ali WELD COUNTY FLEET SERVICES ATTN: DAVID SPRINGER 1399 N 17TH AVENUE i;RF.F.TF.Y r f3 tan(71 3LL:: TQ SARLlS s++rPT° °TN-, STATED 1.00 6NR PRKE EXTEIDED EA 98,019.5700 98,019.57 DISCOUNT: ADDL CHARGES: TOTAL TAXES: The articles specified are subject to the following conditions: 1. Goods other than those specified must not be substituted or prices changed without authorization. 2. The nght of cancellation in case of long delay in shipment is reserved. 1. Enher party may terminate iltis agreement at any time upon delivery to the other party of written notice received at least ten (10) days prior 10 the anticipated date of termination. This agreement may be terminated at any ume by either parry without notice upon a matenal breach of the terms herein by the other party. 4. No sales tax or use table shall be included Ina added to prices of material on this order. 5. It the quantity shipped is short of the purchase order quantity, specify on the packing slip if that quantity is on back order or cancelled. 6. Bills will be paid off of original invoices only. .00 .00 .00 98,019.57 960dJciA, Hello